PART-TIME ADMINISTRATIVE ASSOCIATE (SACRAMENTO)

For nearly 50 years, Public Advocates Inc., has been at the forefront of social justice movements in California as a nonprofit law firm and advocacy organization that challenges the systemic causes of poverty and racial discrimination.  We strengthen community voices in public policy and achieve victories that advance education, housing, transportation equity and climate justice.  The team at Public Advocates is committed, smart and compassionate and we are seeking a highly organized, detail-oriented colleague with a cheerful, “can do” attitude to join our Sacramento office in a part-time capacity as our Administrative Associate.

The Administrative Associate will provide 20 hours per week of administrative support to the Sacramento-based Higher Education Team and general administrative support to the Sacramento office and its staff.  We are willing to tailor the work schedule to accommodate the mutual needs of the employee and the organization.

Our ideal candidate is reliable, flexible and focused on performing their job to meet the high standards of our staff.  They are able and willing to quickly, effectively and responsively manage a variety of administrative tasks and responsibilities with energy and poise.  The Sacramento staff consists of the 3 legal and policy professionals on our Higher Education Team, including the Director of Higher Education who is also responsible for overseeing Sacramento office operations; 3 additional legal professionals on our Education Equity and Metropolitan Equity Teams; a finance professional; and the organization’s President & CEO.

Responsibilities

The Administrative Associate’s essential duties will include:

  • Assistance to the Higher Education Team: scheduling and managing logistics for all HiEd Team meetings; preparing agendas for all HiEd Team meetings in coordination w/team members and discussion leaders and maintaining list of discussion topics; attending HiEd Team meetings and taking note of action items and key takeaways; tracking next steps and following up to remind teams of due dates of pending action items; assisting HiEd Team in coordinating meetings with external participants; providing logistical and basic technical support for meetings and webinars, including meetings w/external coalitions (e.g., arranging for translation/interpretation services, setting up Zoom webinars/large meetings, executing Zoom breakout rooms, note-taking as needed, etc.); other support as needed
  • Assistance to the Sacramento staff: preparing expense reports and travel reimbursement requests; assisting w/travel planning as needed; assisting w/other scheduling requests as needed; serving as initial intake coordinator for the Sacramento office and routing intakes to the relevant program team; coordinating with the CEO’s Executive Assistant on any administrative needs for the CEO; assisting w/translations, if applicable
  • Office support: answering general phone line and managing general voicemail box; maintaining office and kitchen supplies and space (e.g., manage refrigerator duties; ensure conference rooms are ready for use); assisting w/office technology needs (includes setting up videoconferencing technology, maintaining copier/printers, troubleshooting computers w/assistance of external IT support vendor); managing incoming/outgoing mail and package deliveries; making routine deliveries to Capitol offices; formatting and proofreading documents including legal documents, client communications, other letters, fact sheets, etc.; serving as alternate point of contact with building management and security; other support as needed

Qualifications

  • High school diploma or equivalent experience
  • At least 3 years of experience working in a similar role
  • Experience working w/Adobe Acrobat and Microsoft Office suite, in particular Outlook, Word (proficiency w/formatting skills is required), Excel, PowerPoint; familiarity with electronic file management, Google Apps; openness to learning, troubleshooting and teaching others how to use new technology/software
  • Comfort w/working in a small office environment, sometimes independently
  • The following are highly desired characteristics and traits:
    • A genuine desire to increase the effectiveness and capacity of our Sacramento-based team and advance Public Advocates’ mission by providing high-quality administrative and office support
    • Excellent organizational skills and an enthusiasm for sharing those skills w/others
    • Excellent attention to detail and follow-through
    • Ability to manage multiple tasks and priorities quickly and accurately
    • Reliable, responsive and proactive communicator, both orally and in writing
    • Ability to exercise good judgment
    • High degree of self-motivation and a demonstrated willingness to take initiative
    • Previous experience supporting several colleagues simultaneously
    • Spanish fluency, written and oral

Qualities expected of all Public Advocates staff include integrity, high professional standards, commitment to progressive social change and working successfully with diverse colleagues, clients and community partners.  This includes active participation in promoting healthy workplace culture through our organizational diversity and inclusion initiative – an ongoing and intensive process of communication, trust building and learning about our individual and organizational areas for growth.  We strive to build a culture of cooperation and mutual support and value flexibility, resilience, optimism, curiosity and a sense of humor.

Compensation & Work Setting

The position is part-time (20 hours/week) and non-exempt.  The starting hourly rate for this role is $22.30-$24.35 depending on experience.  We are interested in meeting candidates who offer a range of years of experience.  Regular weekly schedule to be determined.  Pro-rated benefits include health and dental for employee and eligible family members; life and long-term disability insurance; generous vacation and paid holidays; 403(b) retirement plan; and paid sabbatical after 7 years.  Office located in the heart of downtown Sacramento one block from the Capitol Mall, convenient to public transportation (we offer access to tax-advantaged commuter benefits).  Occasional travel to San Francisco for organization-building activities.

*At the time of this posting all our staff continue to work from home but we anticipate a return to the office on March 1, 2022.  We are in the process of designing a return to the office that meets the needs of both the organization as well as the staff.

Please note that we have recently adopted a vaccination policy that will require all employees to, by December 1, 2021, either establish that they have been fully vaccinated or obtain an approved exemption as an accommodation.

Application Instructions

Applications welcome immediately; position open until filled.  To be considered, applications must include: 1) a letter that a) explains your interest in performing this support role at Public Advocates and b) provides descriptive examples of your qualifications for this position; 2) a resume; and 3) names of three references, at least two of whom have directly supervised your work.  Submit your application (and/or questions) by email to SacAdmin@publicadvocates.org.

Public Advocates reflects the rich diversity of California.  Two-thirds of our employees and 60% of our Board members are people of color.  Our senior leadership team also reflects our commitment to diversity.  Four of seven members — including our President & CEO — are people of color, and three of seven members are women.

Public Advocates seeks to fill this position with someone who shares our values, including our organizational commitment to diversity.  We encourage all interested individuals to apply — especially people of color; women; people from low-income backgrounds; people with disabilities; people who are lesbian, gay, bisexual or transgender or anyone belonging to any other federal or state protected category.  Read our Organizational Diversity Vision Statement here.

Part-Time Administrative Associate
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